The Arc of the Capital Area PERSONNEL POLICIES 9.1
Created: 11/09/16 Revised:
MANAGEMENT OF ARCHIVING CLIENT RECORDS I.
PURPOSE To delineate employee responsibilities and procedures for archiving client hard copy files.
II.
SCOPE This policy applies to all employees at The Arc of the Capital Area who handle client records.
I.
POLICY This policy is to ensure that employees follow the standard archiving procedures to ensure the location and date of service for active or closed client accounts.
II.
PROCEDURE A. Employees must archive any active or overflowing chart or closed client chart to keep on site for up to 7 years. B. The Arc of the Capital Area programs must archive necessary documents which are either active, discharged or terminated, in this order: a) Rubber band documents to be archived b) Insert them into a file folder a. Write client name; b. Program name; c. Effective dates of documents on file tab d. Shred date c) If there are multiple file folders: a. Insert file folders into a filing box b. Make a list of the names and effective dates to be taped to the outside of the box containing archived material d) Take archived box down to the front desk to be checked in by office manager. e) The front desk staff and/or the office manager will ensure the appropriate labeling and if necessary, return until files for correction if needed. f) Office manager will be responsible for placing archived box in the archive room (see appendix 9.1a for instructions).
This document is for informational purposes only and is not to be construed as an employment agreement or contract. The Arc of the Capital Area retains the right to amend or change the policies at any time without prior notice.
